Licensing Specialist

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Prioritizes daytoday workload and activities including meeting with licensees or potential licensees regarding regulatory requirements and processes.
• Performs premise inspections to ensure compliance with legal requirements and previously received applications for liquor licenses special event liquor permits miscellaneous licenses and business licenses.
• Maintains and ensures all necessary forms fee schedules and web pages are up to date.
• Accountable for the receipt and accounting of license application fees.
• Updates licensing database software system and submits invoices and bills for payment by accounts payable.
• Handles confidential material and supplements their understanding of legal requirements in accordance with operations experience and available professional training resources.
• Develops and provides recommendations to the Licensing Manager to change and update the licensing processes to improve efficiencies and enhance customer service.

• Provides relevant information responds to questions and reviews license applications and renewals.
• Develops and proposes improvements and efficiencies to enhance customer service.

• Maintains current knowledge of federal state and city laws rules and changes related to all license types including recreational and medical a very complex visible and dynamic regulatory environment.
• Proactively maintains indepth understanding and proficiency sufficient to explain changes with license application requirements state laws city ordinances and rule changes.
• Works with applicants on unclear or incomplete applications.
• Researches and gathers information on undisclosed business operations management and ownership structures and refers noncompliant applications and licensees to enforcement personnel in collaboration with Licensing Manager.
• Reviews all renewals business entity structure and ownership changes new manager and employee registrations and other business structure change documents for miscellaneous licenses.
• Provides followup work required by the State Liquor Enforcement Division to process liquor license applications and by the State Enforcement Division to process license applications.

• Prepares and publishes the agenda for the meetings and posts legal notices in accordance with legal requirements; prepares and delivers agenda packet materials; attends monthly evening meetings and transcribes hearing minutes.
• Conducts monthly Cannabis Licensing and Advisory Board meetings as assigned.

• Prepares and publishes the agenda for the quasijudicial hearings and posts legal notices and hearing posters in accordance with legal requirements; prepares and delivers agenda packet materials; attends monthly evening meetings and transcribes hearing minutes.
• Assists with show cause actions against violating licenses through maintenance of detailed records relating to violations and show cause outcomes in the license file.
• Conducts monthly Beverage Licensing Authority hearings as assigned.

• Performs related duties as required to meet the needs of the city.
• Maintains flexibility with and acceptance of changing aspects of job duties and task responsibilities actively cross trains to develop skills for personal growth and to enhance value to the city organization and participates in professional trainings and development.
• Continuously seeks opportunities for division teamwork and customer service improvements that will positively impact economic activity in the city.
• Takes proper safety precautions to prevent accidents. Responsible for the safety of self others materials and equipment. Uses all required safety equipment and follows all safety regulations policies and procedures. Reports all accidents and damage to city property.
• Responsible for knowing and complying with all city and department policies and adhering to attendance and workplace attire policies.

MINIMUM QUALIFICATIONS

• Ability and willingness to work evenings as required.
• Ability to be courteous patient and personable when working with the public and diverse individuals.
• Ability to demonstrate excellent proofreading writing spelling and editing skills.
• Ability to demonstrate good organizational and math skills.
• Ability to develop and maintain accurate filing systems.
• Ability to maintain division website and update linked documents and website.
• Ability to portray a positive attitude be selfaware and ensure that their behaviors and actions impact coworkers and customers in a positive fashion; must be flexible and proactive with job tasks be selfassured with changing responsibilities and learning new job skills; must be open and team orientated in their approach with peers and management; must be selfmotivated to go above and beyond position requirements to achieve departmental and organizational success.
• Ability to work independently with minimal supervision; to prioritize and resolve problems; to work effectively with a diverse and varied community and staff; and to complete tasks with a high degree of accuracy and meet deadlines while working under pressure in a fastpaced environment.
• Ability to work well within a team environment.
• Ability to work with confidential information.
• Knowledge of and ability interest and desire to communicate courteously and effectively with the public and city staff and to provide excellent customer service both in person and over the telephone.
• Knowledge of and experience with word processing software digital recording equipment and database and spreadsheet software.
• Knowledge of office procedures.
• Skill in and ability to accurately type at 4550 wpm.
• Valid Drivers License and ability to maintain an acceptable motor vehicle record.
• Have and maintain acceptable background information including criminal conviction history.

PREFERRED QUALIFICATIONS

• Ability to communicate fluently in English Spanish Asian languages.
• Ability to communicate with individuals from diverse populations.
• Ability to demonstrate strong technical skills (spreadsheets document merging database applications and web applications).
• Knowledge of and experience interpreting and applying highly technical legal requirements and some ability to explain such legal requirements to others.
• Knowledge of and experience performing complex technical legal licensing and/or administrative functions preferably in a government setting.
• Knowledge of and experience with EnerGov and Microsoft Office software.
• Knowledge of and experience with sales tax business licensing and general clerical accounting projects.
• Skill in and experience taking and transcribing minutes.
• Bachelors degree in a related field.

REQUIRED EDUCATION AND EXPERIENCE

• Associates degree in business accounting or a related field or Paralegal certificate; or equivalent of four 4 years of experience may substitute for the education requirement only.
• Executive assistant/administrative support experience.
• Three 3 years of progressively responsible administrative office experience including customer service experience.

SUPERVISION

Supervision Received: Licensing Manager

Supervision Exercised: None

WORKING CONDITIONS AND REQUIREMENTS

• Physical & Mental Effort: Sufficient clarity of speech and hearing or other communication capabilities that permits the employee to communicate effectively on the telephone and in person. Sufficient vision or other powers of observation that permits the employee to review evaluate and prepare a variety of written documents and materials. Sufficient manual dexterity that permits the employee to operate computer equipment and other office equipment. Sufficient personal mobility and physical reflexes which permits the employee to work in an office setting. Work may include extended periods of time viewing a computer video monitor and operating a keyboard. Ability to work under stress from demanding deadlines public contact and changing priorities and conditions.
• Work Environment: Works primarily in clean comfortable environment. Requires occasional work outside. Works in a setting subject to continuous interruptions and background noises. Evening hours as needed to attend city meetings.
• Machines and Equipment Used: Personal computers telephones calculators and copy/fax machines.

Last updated: June 26 2024